Create Item
This action will create one or more items in target list/Document Library in the target site by selecting site from current site collection or by providing site URL to create items in cross site or cross site collection.
Create Item Action In Designer Workflow:
If Target list is 'Custom List'
If Target list is Document Library'
Create Item Action In Legacy Workflow:
Action Name: enter a unique name for this create item action.
Action Description: enter a description for create item action.
Run for:
This specifies the method used for source data mapping.
oCurrent Item - to create an item based on mappings from current list.
oQuery List - to create single or multiple items based on item(s) returned from a query list. Select query list action from dropdown.
Create query list item(s) in target list. Choose the query list from the drop list. This will create the item(s) that query list fetched in target list..
oVariable - to create one or more items based on variable data returned from the WF Variable. Select variable from dropdown.
oLoop Item - create item(s) for which loop runs in target list. Choose the loop name( applicable only for loop configured for query list) from the drop list. This will create the item(s) from the query list for which loop runs.
Select Target Site URL:
It has two options
o Select Site from Current Site Collection: this will show all sites available in current site collection. select site from dropdown.
o Specify Site URL: user can directly provide URL of site from current site collection, cross site or cross site collection.
Target List: select list from dropdown( it will show all lists of selected site in above step) where you want to create items.
Content Type:
If target list is 'Custom list' then it will show 'Default' and 'Item' as a default option in dropdown.
o Default: it will create item in target list with specified column mappings
o Item: it will create item in target list with specified column mappings
If target list is 'Document Library' then it will show 'Document' and 'Folder' as a default option in dropdown.
Note: If target list is 'Folder' enabled then 'Content Type' will show Folder as third option.
To enable folder option: Go to list -> List settings -> Advanced settings -> Folders, here select 'Yes' and click 'Ok' button.
o Folder: it will create folder in target list with specified column mappings
Note: User can add more content types. To add more content types follow below steps:
Go to list -> settings -> List settings -> Advanced settings -> Select 'Yes' in Content Types column -> then click 'Ok' button available in page
Go to List settings -> Content Types Section -> click Add from existing site content types
Below page will open
Add or Remove content type from available site content types in left window to right window by clicking 'Add' or 'Remove' button
Now all added content types will be visible in 'Create Item Action' content type column dropdown as shown below
For more detail on content types refer: Steps to add content types to SharePoint List
Folder Path Name: provide folder name where you want to create the target item.
If file already exists: this option will only be available if target list is 'Document Library'. If a file with same name already exist in destination folder then select one of three available options from dropdown. This option is used for documents, not used for folder/document set.
oSkip: skip this file, existing file is not overwritten
oOverwrite: replace existing file with same name with this file
oAdd Suffix: keep existing file. Add a unique suffix to name of this file and add to destination folder
Delay Execution: it will delay action execution for specified seconds.
Column Mappings: It has 'Item Action' and 'Add Column Mapping' buttons
o Item Action: click this button to set content approval status as shown in below image
 |
| If target list is custom list, then 'Item Actions' shows below Options |
o Content Approval Status: It has 'Set content approval status' column
Set content approval status: enable this to set content approval status. 'Set value' and 'Comment' columns will be visible only when this option is enabled.
By default 'Set content approval status' is not enabled.
| Set Value: approve, reject or leave the status as pending for others with the manage list permissions to evaluate the item |
Comment: Use this field to enter any comment about why the item was approved or reject
| If target list is document library, then 'Item Actions' shows below columns |
o Content Approval Status : It has 'Set content approval status' column
Set content approval status: enable this to set content approval status. 'Set value' and 'Comment' columns will be visible only when this option is enabled.
By default 'Set content approval status' is not enabled.
Set Value: approve, reject or leave the status as pending for others with the manage list permissions to evaluate the item
Comment: Use this field to enter any comment about why the item was approved or reject
o Check In/Out option has four operations
None: this is default option
Check in: Once all the updates are done, a checked out document can be checked in. This will make the document available to all users. Select the type of version you would like to check in. It further has three options
•Minor version (draft): version values are incremented as minor version
•Major version (publish): version values are incremented as a major version
•Overwrite the file: overwrite the previous version
Comments: It describe what has changed in this version
Check out: Document is locked and others are not allowed to make changes. Users can still read the document.
Discard check out: Check out can be discarded if done by mistake or is not required any more.
For more detail refer this article: Major vs Minor Version
Note: for Item Action to work, 'Content Approval' setting in the Target list should be enabled.
Go to settings -> List settings -> Versioning Settings
o Add Column Mapping: Map source list columns/custom value/functions to target list columns using column mappings.
Map all matching columns: automatically map all matching columns with same internal name and data type.
Note: Normal mapping takes precedence over automatic mapping.
Exclude Mapped Columns: this option is available only when 'Map all matching columns' column is enabled. From dropdown user can select columns to exclude from automatic mapping.
Copy attachment/documents: copy attachments from the item (or document library file) on which workflow is triggered to new list item. If create item action is configured for query list, it will show option to 'Copy query list item attachments/document' which will copy attachments from query list item(or document library file) to new list item.
Define Variable Mappings: user can set value of variables defined in workflow using 'Add Variable Mapping' button.
Note:
• For more detail on expression builder refer to - Expression Builder
• For more information about Functions, refer to - Functions
• For ‘Query’ syntax, refer to – Query Syntax